b2Mail-Merge PO Approval 8.0b2Mail-Merge PO Approval 8.0

An additional module for Baan Mail-Merge, which enables you to electronically sign your printed purchase orders and automatically E-mail, Fax, Print and archive them once approved!

The ProblemThe ProblemSigning Purchase Orders

Everyday your company creates multiple purchase orders that need to be signed by one or more managers, before they are sent to the suppliers

The ProblemThe ProblemSigning Purchase Orders

• The first challenge is to have each order signed based on your company signing policy - in a reliable and speedy way were you can track it within your ERP system

• The second challenge is to use a reliable and effective solution to deliver all orders to their suppliers

The ProblemThe ProblemWorking with documents

The SolutionThe Solutionb2Mail-Merge

Purchase Orders

Invoices

Order Acknowledgments

Reminders

b2Mail-Merge b2Mail-Merge allows companies to automatically e-mail, fax, print and archive documents. This powerful engine can handle any output comings from Baan or Infor ERP Ln.

E-mailE-mail

FaxFax

PrintPrint

ArchivArchivee

The SolutionThe SolutionB2Mail-Merge PO Approval Module

With an additional module that works with Baan Mail-Merge, you can send purchase orders for cycle approval by managers before release

The SolutionThe Solutionb2Mail-Merge Full Overview

For b2Mail-Merge For b2Mail-Merge full overview, on how it works, it’s benefits as well as extensive explanation about the product capabilities, you can view the following presentation: www.nazdaq-it.com/presentations/Baan-Mail-Merge/

b2Mail-Merge PO Approval Processb2Mail-Merge PO Approval Process4 Stages

b2Mail-Merge PO Approval Workflow b2Mail-Merge PO Approval Workflow

NO

NO

YES

YES YES

Another Signature

How b2Mail-Merge PO Approval Works?How b2Mail-Merge PO Approval Works? 3 Phases

Print Approve Release

How Purchase Order Approval Works ?How Purchase Order Approval Works ?Print & Approve – (Phase 1-2)

PrintPrint

Printing the customized Purchase Order with the company logo & background

SignSign

Signing Purchase Orders electronically above a certain defined threshold by one person or more

How b2Mail-Merge PO Approval Works ?How b2Mail-Merge PO Approval Works ?Print & Approve – (Phase 1-2)

ApprovApprovee

If the Purchase Order is approved or denied, an e-mail will be sent to notify the buyer about the fate of each order

The manager assigned to sign the Purchase Order will be notified with an e-mail and will be directed to an approval session.

How Purchase Order Approval Works ?How Purchase Order Approval Works ?Release – (Phase 3)

ReleasReleasee

In “One by One” mode approved Purchase Orders can be released and sent to suppliers

Based on the definition by the system, the buyer or the manager has the capability to release individual purchase orders that belong to them, by viewing them and then releasing them.

How Purchase Order Approval Works ?How Purchase Order Approval Works ?Release – (Phase 3)

Purchase Orders can be released in full automatic mode, in a nightly job. The approved orders will silently be sent to the designated suppliers.

How b2Mail-Merge PO Approval Works?How b2Mail-Merge PO Approval Works?Release – An Example (Phase 3)

Release Purchase Orders using the automatic mode (The job run has 700 Purchase Orders)

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Why b2Mail-Merge PO Approval?Why b2Mail-Merge PO Approval?Main Features

• All attachments and addresses generated by Baan Mail-Merge are frozen waiting for the Purchase Order to be signed and approved

• Every manager can have a “backup manager” defined so that orders won’t be stuck waiting for his signature in case of absence

• A customized message (language specified) is sent to the next manager in line to sign a certain order

• A notification mechanism is available to inform purchase personnel about the signing process

• An inquiry and a report are available for checking the status of all Purchase Orders in the approval process

• Support a hierarchy of one till up to five managers to sign Purchase Order, based on different thresholds

Why b2Mail-Merge PO Approval?Why b2Mail-Merge PO Approval?Main Features

Why b2Mail-Merge PO Approval?Why b2Mail-Merge PO Approval?Benefits

• Cut stationary costs

• Cut phone costs (telephone tags or waiting for fax)

• Improve cash flow

• Automate & improve business processes

• Improve company image (better service)

To receive our Free Demo version contact us at:

info@nazdaq-it.com